Administrative Assistant III

Department: Bioanalytical Sciences
Job Title: Sr. Administrative Business Partner

Description:
We are seeking a dynamic and professional individual that can work in a fast-paced
environment providing administrative support. The Administrative Business Partner will
provide direct support to Directors in Client groups, including BioAnalytical Sciences
Operations, Bioassay, Immunoassay, and Mass Spec. In addition, this individual will provide
general administrative support to members of the Client team and execute on project
coordination activities to support day-to-day business portfolio operations.
This position will report into the Client Business Manager. He/She will collaborate with other administrative business partners, within the department, by providing coverage and work load balance.
This individual, when requested by his/her manager, may also collaborate with the
other administrative professionals within Development Sciences, and participate in other
projects as needed.
The administrative professional must exercise sound business judgment and discretion with sensitive, confidential and proprietary information.
This individual is expected to work
independently while being a strong team player by being proactive, creative, self-directed,
and detail-oriented when managing multiple priorities and complex projects.

Job Responsibilities
Highly skilled in Google Suite and manage shared team drives and complex gCal
scheduling requests with both internal and external stakeholders, potentially across
multiple time zones
Proficient in all available tech meeting platforms including in room technology, video
conferences, Google Meets, Zoom and global webcasts
Support the planning and execution of department-wide staff meetings (e.g. Town
Halls, department meetings, etc), meeting logistics including agenda
creation/distribution, meeting materials, catering, room set-up, etc.
Support & ensure attendees are prepared to participate in meetings including AV
connection, telephony, Zoom info, etc.
Send communications on behalf of someone (note: complexity depends upon the
person requesting)
Assist in communications for day-to-day team operations, including changes in
policies, processes, department reminders (e.g. handling of gifts, etc.), team
agreements
Ensure that employees are recognized for milestones (anniversaries, weddings,
birthdays, etc.) based on department guidelines
Submit facilities, IT, and Site Service requests
Manage purchase orders, invoices, payment tracking and vendor maintenance
Manage distribution lists, print services, office supply process and shipping/receiving
Manage relationships with internal and external stakeholders, often with a high level
of confidentiality required
Coordinate certain logistics of moves (space management), in close collaboration with
Client Business Manager
Manage and plan team building events & workshops
Keep up-to-date on available trainings and organize for team and/or other admins in
department
Process and manage vendor/speaker engagements, contracts and payments, etc.
Arrange for conference registration, business travel and hotel accommodations,
submit business expense reports as needed
Upon request, may edit and enhance documents including presentations
Manage the hiring process by scheduling candidate interviews, arranging candidate
travel (if applicable), manage all logistics for interview day, and administrative
onboarding of new hires
Manage administrative components and logistics of onboarding (ensure new hires
have information for orientation, welcome events, new devices, etc.)
Manage departmental gSites, Currents, websites, newsletters, etc. (collect content,
distribute information, oversee maintenance)
Assist with managing department documents (electronic and hard copy), such as
contracts, memos, including sending out and retrieving off-site storage boxes as
needed
Assist with coordinating CRO visit logistics, including setting up CRO personnel
on-site visits, meeting setup, and providing logistic related information to CRO
personnel
May assist in managing the manuscript internal peer review process
Work with other admins in Client and the Business Manager to plan Client events and
provide coverage as needed

Required Skills and Qualifications:
Min 10 years related administrative, operations or project management
experience (experience Producted in pharmaceutical / biotechnology industry is
preferred.)
Experience working with senior leaders/management
Ability to handle routine and impromptu assignments with minimal supervision and
multitask, prioritize and execute tasks independently. May assist in the coordination of
work flow among team members
Collaborative, initiates and facilitates team development, ensures all relevant or useful
information within the team is shared, works with different functions to achieve the
best overall outcome
Ability to handle and exercise judgment and discretion concerning sensitive,
confidential and proprietary information
Demonstrates accuracy and attention to detail of own and other's work,
communicates and ensures standards for accuracy and detail within the team
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools
(including gMail, gCal, gSheets, gSlides, Trello, Lucidchart, gMeet, ZOOM) and able
to provide instruction or training to others as needed
Familiarity with Client organization preferred
BS/BA degree plus 10 years exp